The Application Portfolio Management (APM) Team completed the scope of its project, creating an initial inventory of software applications purchased and developed at UI that allowed IT leadership to identify duplicate applications and eliminate redundancy. The project is resulting in significant savings, as 120 applications have been refactored or retired to date.
The project was co-led by Jose Jimenez, director of Research Information Systems and Mike Kaplan, senior director of Information Management/Human Resources, and managed by Rebekah Ahrens, senior application developer in College of Liberal Arts & Sciences Technology Services. The team posted a closeout document to its project page, and four of 16 OneIT projects are now complete: Application Portfolio Management, Website Hosting, Electronic File Storage, and Business Intelligence.
Managing the portfolio, which includes over 800 applications, will be an ongoing effort. The team recommended that the CIO Office serve as the long-term custodian so ongoing maintenance is aligned with project-management and software-procurement activities. The suggested maintenance strategy is to poll IT leaders twice a year to update listings, and track the number of apps retired and dollars saved.
The IT Project Management Office is investigating a tool to make the portfolio accessible to campus—possibly the Team Dynamix system the IT community uses for its project portfolio and time tracking.
The team also encouraged continued investment in a UI Checkout application, which has proven to meet the needs of several campus units. With a few modifications, adoption could continue to grow.
One APM success story was implementing Assessing the Classroom Environment (ACE) Online, a course-assessment tool. ACE resulted in significant savings because the UI no longer needed to maintain outdated software used with the old paper process, paper costs were reduced, and hours of staff time were saved when colleges no longer needed to distribute and collect evaluations.
Adding new academic advising functions to the student-record system was another success, which resulted in eliminating duplicate systems and making life easier for students and employees. The new features allow students to schedule advising appointments in MyUI; previously, they used different systems to schedule with various advisors. Before the enhancements, administrators used email or other systems to exchange information about students; now, they can easily share through MAUI.